Society Rules
1. NAME
1.1 The name of the society is Metropolitan Public Libraries Network (MetroNet) Incorporated.
2. OBJECTS
2.1 The objects of the society will always remain charitable and will include but are not limited to the following, as applied to Metropolitan public libraries:
2.1.1 Provide a vehicle for the improvement of standards of service, the creation of benchmarks and best practice models.
2.1.2 Enable the development of joint ventures such as purchasing and common research.
2.1.3 Facilitate the contact and information exchange between the metropolitan public libraries.
2.1.4 Give opportunities for library managers to further develop their business management skills.
2.1.5 Raise the profile of libraries in the local government and business sector.
2.1.6 Strengthen the voice of member libraries and effectively lobby on their behalf.
3. MEMBERSHIP
3.1 Eligibility for membership of the Society is limited to Local Authority Public Libraries in New Zealand serving district populations over 50,000, represented by their respective managers.
3.2 The obligations of members are to pay monies owing within designated timeframes; contribute their respective libraries' statistics and key performance indicators; contribute actively to the business of MetroNet; and to abide by the Society's Guidelines.
3.2.1 Dues will be levied on members for general operating costs as required, subject to a three-fourths majority vote by members.
3.3 Membership of the Society may be cancelled if a representative fails to meet the obligations of membership in clause 3.2; or if a representative brings the Society into disrepute. Membership may also cease by written resignation.
4. ALTERATIONS OF RULES
4.1 These rules may be added to, repealed, or changed by resolution at any of the Society's meetings. Any such resolution will only pass if the notice calling for the meeting stated in general terms the proposed resolution, and the resolution is carried by a three-fourths majority of those members present and entitled to vote. No alteration to the rules shall detract from the charitable nature of the Society.
4.2 Alteration of the rules of the Society shall be in writing, signed in duplicate by at least 3 members of the Society, and the signed documents shall be delivered to the Registrar, accompanied by a statutory declaration made by a solicitor or at least one member to the effect that the said declaration has been made in accordance with the rules of the society.
5. MEETINGS
5.1 Meetings of the society may be summoned at least twice yearly by the Chair, and more often at the members' discretion. The notice for a meeting may vary, but must provide reasonable time for members to arrange attendance. These meetings may be in person, or by any communication media. The venue for meetings will normally be in Wellington, though this may vary from time to time. The venue organiser will normally be a member based in the Wellington region.
5.2 The Society shall hold an Annual General Meeting (AGM) each year. The purpose of this meeting will be to:
5.2.1 Receive from the Treasurer a report of the financial accounts for the past year;
5.2.2 Decide on any resolution which is submitted to the meeting according to these rules.
5.3 A quorum of at least 70% of members must participate in any meeting.
5.4 At each meeting, the members will appoint a recorder. The recorder shall keep a true record of the proceedings of the meeting. Copies of these proceedings will be distributed to all members of the Society within two weeks following the meeting.
5.5 Except as provided in clause 4.1, any resolution may be presented to the meeting without prior notice, and every motion shall be moved by one member and seconded by another member.
5.6 When a vote is required, each member shall have one vote, with all votes having equal value. Votes will normally be taken by a show of hands. If the meeting is via a communication medium, votes may be taken via that or another medium. A three-fourths majority of the members present at the meeting is required for a vote to be carried.
5.7 Substitutes for Managers may attend meetings and exercise a proxy vote, but there is a strong expectation that Managers will attend unless there are exceptional circumstances.
6. OFFICERS OF THE SOCIETY
6.1 Officers of the society shall include a Chair, a recorder, and members of committees that the society may form.
6.2 The Chair's main duty is to summon and to guide the meeting so that fair and satisfactory decisions are reached on the various items on the agenda. The position will rotate among the members meeting by meeting. The Chair for the next meeting will co-ordinate the agenda for that meeting.
6.3 The recorder shall keep a true record of the proceedings of the meeting, and will distribute these proceedings to all members of the society within two weeks following the meeting. A recorder will be appointed at the commencement of each meeting.
6.4 The treasurer is responsible for receiving and giving receipts for all money payable to the society, and depositing them in a bank account for the credit of the society; for issuing, on the authority of the society, cheques in payment of amounts due by the society; and to prepare an income and expenditure account with a balance sheet at the end of the society's financial year. The annual balance date for all financial reporting shall be 30 June.
6.5 Appointments are not permanent, and they may be reviewed by the members from time to time. No honoraria attach to appointments. Appointments shall be decided by a vote of the members of the society.
7. FINANCE
7.1 The control and investment of the funds of the society resides with the constituent organizations as represented by the Managers. Individual Managers may decide, on their organization's behalf, to invest funds in joint ventures with other members of the society. Payments to suppliers will be directly from individual Libraries to the suppliers. MetroNet will not be an intermediary for such payments.
7.2 The society has no power to borrow money, or to incur liability.
7.5. All funds shall be applied for exclusively charitable purposes within New Zealand.
7.4 The financial year for the society shall run from 1 July to 30 June.
8. CONTRACTUAL POWERS
8.1 The society shall have the power to enter into contracts jointly or severally, for the supply of services to itself or to members.
9. NO PECUNIARY GAIN
9.1 Any income, benefit or advantage shall be applied to the charitable purposes of the society.
9.2 No member of the society or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever.
9.2.1 Any such income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being the open market value).
10. DISSOLUTION
10.1 The society can be dissolved by a resolution to that effect passed at any General Meeting. Any such resolution will only pass if the notice calling the meeting stated in general terms the proposed resolution and the resolution was carried by a majority of at least three-fourths of those present and entitled to vote.
10.2 In the event the society is wound up, the surplus assets after payment of all costs, debts and liabilities, if any, of the society shall be disposed of in a manner that is fair to all members. Such disposition will be decided by a vote of the members if necessary, at a Special General Meeting called for that purpose and held before the date the society is dissolved.
11. COMMON SEAL
11.1 The Common Seal of the society shall be affixed to all legal documents which require execution. The Common Seal shall be affixed in the presence and with the signatures of at least 2 members of the society, following an authorising resolution made by the society. The Common Seal is to be held by the Treasurer.